Privacy Notice & Statement of Information Practices

Last updated: November 2026

Our Commitment to Your Privacy

At Whispering Woods Therapy Inc. (WWT), we recognize that families trust us with sensitive personal and health information. We handle personal health information in accordance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and applicable professional and legal requirements. This notice describes our information practices and your privacy rights.

1. Information We Collect

We collect information reasonably necessary to provide and coordinate services. This may include contact and caregiver details; health and developmental history; diagnoses and assessments; therapy goals, clinical observations, treatment notes and reports; school documents such as IEPs; consent and communication preferences; information received from authorized care or support team members; and scheduling, billing and payment information.

2. How We Use Your Information

We use information for assessment, occupational therapy and behaviour services, care planning, documentation, coordination, communication, scheduling, billing, safety, quality improvement and applicable legal and professional obligations. We limit access, use and disclosure to what is reasonably necessary and authorized.

3. Who Can Access Your Information?

Access is limited to treating clinicians and authorized staff, independent contractors, supervised students or learners, and service providers who need information for an authorized role. Technical access does not by itself authorize viewing a record. Everyone with authorized access is expected to protect confidentiality.

4. How We Store and Protect Information

Jane is WWT’s official electronic clinical record for documentation, scheduling, intake forms, invoicing and authorized communication. Approved tools, including Google Workspace, may support clinic administration and collaboration but are not separate clinical charts. Safeguards include role-based access, secure accounts and devices, careful paper-record handling, confidentiality expectations and incident-response procedures.

5. Email, Text Messages & Electronic Communication

Regular email and text messages may not be fully secure and may be misdirected or viewed by unintended recipients. We take reasonable precautions, verify recipients and limit sensitive content. Clients and authorized substitute decision-makers can indicate preferences through our Privacy & Communication Consent form. Electronic messages are not continuously monitored and must not be used for emergencies. For immediate emergencies, call 911.

6. Sharing Information With Others

Participation in services is not blanket permission to share information externally. Where required, we seek consent, including through a Consent to Release / Exchange Information form. Some disclosures may be permitted or required without consent under applicable law, including certain safety and reporting obligations.

7. Consent & Privacy Choices

Clients and authorized substitute decision-makers may ask questions, update communication preferences, request restrictions, or withdraw consent where permitted by law. Withdrawal generally applies going forward and does not undo earlier authorized uses or disclosures.

8. Accessing or Correcting Records

Clients and authorized substitute decision-makers may request access to or correction of clinical records, subject to applicable law. We may verify identity and legal authority before responding. Please direct requests to the Privacy Officer.

9. Children, Youth & Substitute Decision-Makers

Privacy and consent decisions depend on the individual’s capacity and applicable legal authority, not simply age. We may request documentation about decision-making authority, custody or other relevant arrangements before releasing information or acting on a request.

10. Third-Party Services & Technology

Authorized third-party providers may support records, scheduling, billing, communications, document storage and clinic administration. We consider privacy and security and limit access to authorized purposes. AI-assisted documentation, where used, is subject to applicable consent, privacy safeguards and professional requirements.

11. Limits to Confidentiality

Confidentiality is not absolute. We may disclose information without consent where permitted or required by law, including certain mandatory reporting or safety circumstances. We limit such disclosures where appropriate to information reasonably necessary.

12. Record Retention & Secure Disposal

Clinical records are retained according to applicable legal and professional requirements. Retention periods can differ by profession, record type and client age. Records are protected during retention and securely destroyed or disposed of when permitted.

13. Privacy Questions, Concerns & Complaints

Contact our Privacy Officer with questions, access or correction requests, or concerns about privacy. We review concerns according to clinic procedures and applicable requirements. You may also contact the Information and Privacy Commissioner of Ontario at www.ipc.on.ca.

Privacy Officer

Andrea Clubbe, OT Reg. (Ont.)
Clinic Director & Privacy Officer
Whispering Woods Therapy Inc.
10B – 102 Commerce Park Dr., Barrie, Ontario
(705) 790-7324
andreaclubbe@whisperingwoodstherapy.ca

14. Updates to This Notice

We may revise this notice when practices, services, technology or legal requirements change. The latest version will be available on our website. This is a public summary; detailed operational requirements appear in WWT’s internal privacy and personal health information policies